CALVING EASE
June 2012
Sam Leadley, Attica Veterinary Associates
“A Stitch in Time Saves Nine.”
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There are always differences between what we plan and what actually happens.
Finding these differences or deviations when they are small is more profitable than
waiting until serious problems surface.
Consistent monitoring of worker performance identifies these deviations.
Good worker training helps eliminate these deviations.
Profitability of a dairy calf and heifer enterprise rests in part on key processes being done
correctly consistently. For example, most dairies have adopted the protocol of feeding four
quarts of clean, high quality colostrum within the first four hours of a calf’s life.
However, we all know that there will always be differences between what we plan and
what actually happens on a dairy farm. This does not mean that there is some evil person
out there plotting to make trouble. Rather, we must remember that workers bring to the job
a certain amount of independence of action. And, those workers whose jobs involve
animals always have to deal with considerable variation from animal to animal. Thus, we
observe departures from the planned procedures or “protocols.”
Identifying Protocol Drift
We often see a gradual departure from planned procedures. Let’s call this, “protocol drift.”
When training a new calf care person you tell them that each calf receives two bottles of
colostrum (2-qt. bottles). They hear you say “Each calf receives two quarts of colostrum.”
So they feed one bottle. Oops! Or, consider this calf-feeding example. The farm protocol
says that the person mixing milk replacer will use a rapid-read thermometer to monitor the
mixing water temperature. Well, someone borrows the thermometer to check the water
temperature in the semen thawing heater – but does not return it. Then mixing water
temperature is checked using the worker’s hand. Then mixing water temperature is
estimated using the position of the hot and cold water valves. See how easy it is to “drift”
away from the farm protocol?
How do we identify protocol drift? First, we set up a schedule for checking worker
performance. Remember, “A stitch in time saves nine.” A regularly scheduled observation
is much more likely to pick up small deviations than waiting for a crisis. Or, if you are the
person doing the calf care job, pick a regular time for you go over the protocol step-by-step
to check on your own “job performance.” I used to make notes on my utility room calendar
as reminders to do this.
Second, before checking worker performance we make certain that it is possible to do the
job correctly. Note in the example above, the thermometer was missing. We need to be
sure it is either returned or replaced. Then, we can check to see that it is being used
properly to check mixing water temperature. For a convenient checklist on how to monitor
compliance with protocols see www.calffacts.com, “Monitoring Compliance with
Protocols.”
Third, we observe actual employee behavior. It is not acceptable to just talk about intended
behavior. “Jan, do you use the rapid-read thermometer to check the mixing water
temperature?” Jan replies, “Yes, every time.” This conversation does not represent
behavior. As the supervisor you need to be present at the time milk replacer is being
mixed. Is the thermometer being used? Is it being used correctly?
I recall watching a worker mixing milk replacer. He ran the hottest water available (170°F)
to fill the container half full and added milk powder. He mixed the powder and water. And
THEN as cooler water was added to fill the container, he used the thermometer to be sure
that the final mix was the proper feeding temperature. If I had not been present when this
was happening there is no way I would have picked up this mixing error.
Good Worker Training
Effective worker training depends on knowing how to do the job correctly. What are the
steps in the job? What is the proper sequence to do the steps? How is each step done
properly?
Many times supervisors carry all of this information around in their head – we just “know”
how this job is done on our farm. The most effective worker training is done, however,
when we write down the steps in the proper order along with how to do each step. This can
be shown to the worker and used during re-training. For a guide on skill training see
www.calffacts.com, click on “Training employees to follow protocols: a checklist.” For an
example of an effective protocol see www.calffacts.com, click on “Washing Milk
Containers: Protocol.”
In the mixing water example, we see that the employee is not monitoring the initial water
supply. We need to repeat the information about correct initial water temperature – not
higher than 130°F (or what is on the milk replacer bag). It would be best to explain why
that temperature is used, especially why higher temperatures are undesirable.
Our thanks to Attica Veterinary Associates, P.C. for supporting Calving Ease.